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Don’t Make These 4 Common Mistakes When Filling Out an I-9

Tuesday, March 27th, 2012

The I-9 form can be a tricky document for employers. The government has created specific rules that must be followed when completing the deceivingly simple document. Your organization may be penalized and fined if the regulating agency discovers incorrect information or mistakes in your employees’ I-9 forms. To stay compliant with state and federal regulations, avoid these common I-9 mistakes:

1.  Does Everyone Have an I-9 Form on File?

Your organization should have a correctly completed I-9 form for every employee. Making sure that you do is important to stay in compliance. If the U.S. Immigration and Customs Enforcement (ICE) agency conducts an audit or investigation and learns that you’re missing forms for any of your employees, you will most likely be fined.

2.  Missing and Misplaced Information

Missing and misplaced information are mistakes that can easily be avoided if you and your employees spend adequate time filling out the documents and reviewing for errors. Here are some examples of information that is frequently misplaced or left out: wrong date, no signatures and information in incorrect boxes.

3.  Not Following the Three-Day Rule

You are required to complete a new hire’s I-9 form within three days of his first day of paid work. After an applicant has been offered and has accepted the job, ensure the new employee is aware of the types of acceptable identifying documents they may choose to provide to accurately fill out their I-9 forms. Helping your employees prepare for their first day of work will help you steer clear of potential fines.

4.  Incorrect Corrections

If there is incorrect information on an I-9 form, do not use a marker to cross out the information. Using white out is another mistake that employers often make when trying to correct information. Failing to initial and date corrections will also make an employee’s I-9 form erroneous. If these mistakes are made and the document lacks clarity or is not easy to follow, filling out a new form is appropriate. Make sure the original document is attached to the new one. Never backdate changes.

For more information on staying compliant with state and federal regulations, please join us on May 2nd and 3rd at the McKimmon Center in Raleigh for the 2012 Employment and Labor Law Update. The conference will feature experienced lawyers from Ogletree Deakins who will update you on the most recent regulatory and legal changes affecting employers. Some of the topics they’ll discuss include the ADAAA, Workers’ Compensation and Healthcare Reform. You can register for the event and see the additional topics here: www.capital.org/lawupdate.

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17 Ways to Show Your Employees Appreciation

Thursday, March 15th, 2012

Your employees want to be recognized for the contributions they make to your organization. Taking time to recognize your workforce’s efforts will increase employee morale and job satisfaction at your company. With engagement levels up, your organization will also see an improvement in productivity and retention.

Not only does showing your employees that you value their work benefit different business areas, the process doesn’t have to be costly or time consuming. There are simple actions you can take to make the gratitude you have for your staff known.  Use the 17 ideas below to show your team that they are instrumental members of your organization:

  1. Be respectful by saying “please” and “thank you” often.
  2. Help them save money by ordering pizza or taking them out for lunch.
  3. Keep an ample supply of free snacks and drinks in your break room or kitchen.
  4. For jobs done well, buy employees gift certificates to their favorite restaurant or store.
  5. Job permitting, allow your employees to have flexible schedules.
  6. Purchase subscriptions to some of your team’s favorite magazines, and leave them in the break room to share.
  7. Celebrate employment anniversaries with office parties.
  8. Help simplify their lives by partnering with a dry cleaning company to provide delivery and pick up at the office.
  9. Reward stellar workplace performance with a paid vacation day.
  10. Pay for memberships to professional groups that interest your employees.
  11. Give them notes of appreciation that you hand write.
  12. Purchase a cake and a card for staff to sign to celebrate employee birthdays.
  13. Create awards, like Team Player of the Year or Goes the Extra Mile, and have employees vote for the most deserving team member.
  14. Ask staff members what their career goals are, and help them reach success.
  15. Have an office potluck lunch, and encourage employees to bring their signature dishes.
  16. Greet your employees with a smile and friendly salutation when they arrive at the office.
  17. Decorate their office or cubicle with streamers and balloons when they accomplish a personal goal, like running a marathon or planning a charity event.

For additional tips and information to help show employees your appreciation, please call a member of CAI’s Advice and Counsel Team at 919-878-9222 or 336-668-7746.

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March Madness and the Workplace: Comparing Your Employees with the Big Dance’s 68 Teams

Tuesday, March 13th, 2012

 

Talking about teamwork in the workplace is fitting now that March Madness officially starts this evening. Whether the team you cheer for made it to this year’s Big Dance, the dynamics of the 3-week NCAA tournament offer you good tips to execute when engaging different players within your workforce team. Knowing how to use your people’s strongest assets will help you improve employee satisfaction and business productivity at your organization.

The college basketball event has its own terminology, and the nicknames they assign to teams can also apply to employees in your organization.  Read the following March Madness tags and their definitions to see how staffers with similar characteristics can be coached to create a championship team.

March Madness in the Workplace:

On the Bubble: Teams on the fringe of making it to the college basketball national tournament. They earn one final chance to show that they deserve to be in the competition.

Workplace Counterpart: Employees who are on the bubble at your organization have talent and know-how to be extraordinary teammates, but their overall records indicate that they aren’t strong competitors. Work with them to identify their strengths and weaknesses to ensure that they are the right fit for your company. If they are, offer these employees positive and constructive feedback frequently. Help them use their strengths to accomplish their career goals.

 

Cinderella: A team that no one expects to play big at the dance but advances in the tournament anyway.

Workplace Counterpart: Don’t underestimate your office Cinderellas. They are dedicated to doing their jobs well and aren’t afraid to work through any obstacles that they may face. Give them assignments that match their talents, and you won’t be disappointed with the results they bring you. Recognize their contributions by praising them, and you’ll see that they’ll become more confident and productive in their decision making.

 

The Elite Eight: These are the tournament’s final eight teams. They’ve shown their expertise and finesse for the game to remain in the competition.

Workplace Counterpart: Your elite employees are engaged and make great contributions to your organization each work day. You can count on them to encourage other team members to perform well and give their all when completing projects. Because they always bring their A-game to assignments, some managers might take their excellent work ethic for granted. Continually give them feedback and ask them what they hope to accomplish to make sure they remain satisfied in their positions.

 

The Final Four: These teams have fought hard to prove that they have the talent to be national champions. They are the best of the best of the 68 teams invited to the Big Dance. Their workload increases as they play for the last two spots and eventually the national championship title.

Workplace Counterpart: Your employees who are similar to college basketball’s final four are determined to make a difference at your organization. They are your company’s top performers who steadily produce high-quality work. These employees aren’t afraid to challenge traditions or explore new options for getting things done efficiently. Keep these staff members engaged by assigning them a variety of projects that showcase their expertise and passion for achieving big results. Treat these employees well by offering them promotions or raises that indicate you acknowledge their efforts. They will remain loyal and help get your company through tough business situations.

For additional ideas on engaging the different staff members that make up your workforce team, please call a member of CAI’s Advice and Counsel Team at 919-878-9222 or 336-668-7746.

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Use Effective Time Management to Keep Your Workforce Productive

Thursday, March 8th, 2012

At 2 a.m. this Sunday, we will set our clocks forward one hour for Daylight Saving Time. The practice first used in World War 1 adds daylight to our afternoons and evenings. Many activities benefit from the spring time change, but many people don’t forget the fact that we lose an hour to keep some sunlight. Depending on your organization and the work your employees complete, this loss of an hour could have a negative effect on your company’s productivity. Utilizing effective time management strategies will help you and your staff avoid unfavorable results from the lost hour.

Successful time management comes easy to some, but for most people, it is a skill that takes time to learn and perfect. Being more efficient with time has several workplace advantages. Here are a few: less errors occur in projects because staff members allot appropriate time to complete them, deadlines and expected results are met because they were realistic and last-minute panicking to address pertinent assignments decreases.

Some managers and members of senior leadership think the answer to solving time management issues is to eliminate all time wasters. Examples of time wasters include chatting with coworkers, surfing the internet, taking personal phones calls, checking personal emails and running errands. Yes, these activities take away time from completing projects, but they shouldn’t be eliminated all together. If employees work straight through their 8 a.m. to 5 p.m. shifts, they will most likely burn out. Breaks, downtime and socializing should be practiced in the workplace because they help create a positive atmosphere for everyone. Instead of eliminating these activities, limiting the amount of time spent on them is encouraged.

Here are a few more time management strategies to share with your workforce:

  • Plan your day
    • Whether you make a to-do list or setup tasks in your Microsoft Outlook, specify the assignments you want to complete for the day. You can also go one step further and specify the amount of time you’d like to spend on each project. Make sure your list is manageable so this method is helpful not overwhelming.
  • Practice prioritizing projects
    • Finishing all of your easy assignments in a day does feel good, but dragging out the length of a high-priority assignment is never fun. Build time in your daily schedule to work on an important project. Break it down into smaller parts or take breaks to avoid a burn out. Getting these assignments finished before or by deadline will make more of an impact on your company than the easy projects.
  • Delegate when you can
    • If you have tasks that can be completed quicker with the help of additional team members, ask for their support. Delegation is a great business tool because it helps free up some of your time while also empowering the employees who receive the additional assignments.
  • Know when to say no
    •  Sometimes employees take on more work than they can handle for various reasons such as, wanting a raise or proving they can take on more responsibility. Overworking creates stress and lowers employee morale and job satisfaction. Instead of volunteering for projects that come your way, evaluate the core assignments that you have to finish. If a new project will cause a missed deadline for another project, politely decline and give the reason why you are declining.
  • Maintain a healthy lifestyle
    • Loss of concentration can often be attributed to an unhealthy lifestyle. Eating nutritious food, exercising multiple times per week and adapting a routine sleep schedule will give you plenty of energy to stay focused throughout your work day. Your ability to stay focused will help you complete tasks more efficiently and with fewer errors.

For additional tips to effectively manage time and increase productivity for your company, consider participating in CAI’s Time Mastery: Taking Control of Your Time course.

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Help Employees Deal with Workplace Changes

Tuesday, March 6th, 2012

“It can be hard to change, but it is even harder to fail,” CAI’s CEO, Bruce Clarke, says in his most recent News & Observer column, The View from HR.

Bruce says surviving in today’s workplace requires the ability to smoothly adapt and thrive in different business scenarios. He says successful employees embrace change and look forward to the next disruption. They don’t hold onto methods that aren’t beneficial to workflow processes or impede a company’s progress in improving a new system. These resilient workers are flexible, quick thinkers and decisive when needed.

In his Sunday column, Bruce references the days when employees who resisted change were accommodated in the workplace. Those days are over, however. To continue to achieve positive business results, your organization must be able to modify its goals and strategies as different circumstances arise, such as a recession or a shortage of valuable talent. Similar to the organization, your employees must be able to land on their feet no matter the workplace situation they face.

Use the information below to help lead your workforce through a change initiative.

Dealing with Company Change

  1. Explain why the change is necessary for the organization. Include the benefits, potential disadvantages and major adjustments an employee might experience as a result from the change. Allow employees to ask questions about the upcoming changes and voice any concerns that they might have. Try hard to answer their questions and reassure them that you will help them throughout the endeavor.
  2. Frequently communicate when the change will occur and how company processes and employee roles might be transformed. Utilize several forms of communication, including company internet, email, newsletter and staff meetings, to ensure that all staff members understand the change and know when it will happen.
  3. Pay attention to staff members who are having an especially hard time adapting to your company’s new change. Talk them through any difficulties they may be facing. Partner them with a staff member who is handling the changes well. If possible, permit these anxious employees to deal with the change gradually.
  4. Be patient throughout this process. Getting all staff members up to speed with a new initiative or the latest technology takes time. Do not expect your employees to be experts in their new assignments over night. Changes are about learning as well. Allow employees to make mistakes to learn and grow in their positions.

If you would like additional information and tips on helping your employees embrace change at your organization, please contact a member of CAI’s Advice and Counsel Team at 919-878-9222 or 336-668-7746.

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Here’s What You Missed at CAI’s 2012 HR Management Conference

Thursday, March 1st, 2012

CAI hosted its annual HR Management Conference last week on February 21 and February 22. More than 380 HR professionals and company executives attended the event themed Crushing Your Competition with Your Culture & Talent.

Jack Daly delivering his keynote presentation.

Held at the McKimmon Center in Raleigh, the conference featured four keynote speakers. Each of them provided audience members with helpful tips to create a positive and productive workplace to keep employees happy and engaged. Listed below are the four keynote speakers and their presentation topics:

  • Jack Daly—Corporate Culture: Is Yours by Design or Default?
  • Jeff Tobe—Coloring Outside the Lines: Let’s Get Engaged
  • Michael Lorsch—The Five Dysfunctions of a Team
  • Kelly Swanson—How to Stand Up and Stick Out in a Crowded Market

“I’m actually the vice president of our operations company, and in my daily work what was really important to clarify is the dilemma between important and urgent. You do urgent things every day, but you don’t necessarily do the important things. This has direct impact not only to my world, but more importantly to the world of my people and the company culture they experience ,” said Max Henze, Vice President of AKG North America Operations when commenting on information from Jack Daly’s keynote session.

In addition to the keynote presentations, conference goers had the opportunity to participate in several breakout sessions hosted by leaders experienced in company culture and strategies to retain top talent. The 12 breakout sessions utilized role plays, surveys and real-world examples to help participants absorb concepts to take back and incorporate at their organizations.  Here are a few of the topics discussed during the sessions:

  • You’re Ruining Our Culture: How to Deal with Toxic Behavior in the Workplace
  • High Value Talent: How to Capture and Keep Them
  • Creating a Competitive Advantage with a Strong Corporate Culture
  • How to Influence Positive Leadership Behaviors that Impact Your Culture
  • Building Your Talent Pipeline
  • Coaching Supervisors and Managers to Solve Their Own People Problems

“I came primarily for the cultural enhancement of organizations. My organization has had some phenomenal growth over the last four years, and we’d like to position ourselves to be the employer of choice so to speak,” said Keith Workman, Vice President of Human Resources at Implus Footcare, when asked why he attended the conference. “With the speakers, Mr. Daly and of course Brad Geiger, who is superb, I noticed that they were focusing on cultural development, how to identify problem areas and ways to avoid them, so that was a very big draw for me.”

CAI CEO Bruce Clarke with the 2012 Ovation Awards Winners

CAI revealed the winners of its sixth annual Ovation Awards for HR Excellence on Day 2 of the conference. Local employers are encouraged to submit nominations year round for an innovative people practice they initiated at their company. The people practice must have made a significant and positive impact on employees and business results to win one of the three awards segmented by company size. This year’s winners include:

  • Caterpillar Building Construction Products Division in the Large Employer Category
  • Halifax Regional Medical Center in the Mid-Size Employer Category
  • Pate Dawson Company in the Small Employer Category

Leaders from the three winning companies presented their innovative people practices to conference attendees in small breakout sessions after the awards ceremony. Caterpillar presented on its workplace flexibility initiative, Halifax Regional Medical Center discussed its fast-tracking hiring process and Pate Dawson Company shared its high performance workplace training program.

Participants also received notebooks packed with information from each of the keynote speakers and presenters of the breakout sessions. The conference provided opportunities for guests to personally speak with each presenter and network with more than 380 of their peers.

When asked about his thoughts on this year’s conference, Keith said, “Oh it’s excellent, and it always is. I’m never disappointed.”

If you are interested in attending CAI’s next HR Management Conference in 2013, please contact an Account Manager at 919-878-9222 or 336-668-7746.

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10 Ways to Retain and Motivate Your High-Performing Employees

Tuesday, February 28th, 2012

Businesses that want to see success as the economy continues to improve should keep a close eye on their top talent. If your star employees don’t feel like they’re getting the most out of their jobs or feel that they’re underappreciated, you can assume that they’re looking for enticing opportunities elsewhere. High retention rates indicate that an organization is doing well in employee engagement, but a strong retention rate also means success in other business areas, such as sales and customer satisfaction.

Implementing the 10 tips below will encourage your high-performing talent to stick around and help create success for your company:

1. Conduct Stay Interviews

Instead of using exit interviews to find out why employees leave your organization, ask the employees that are still around what would make them leave your organization. Use this information to transform inefficient processes, raise morale and increase your retention rate.

2. Be Specific with Job Descriptions

People often leave a company after a short period of time because they were unaware of all the responsibilities that their new position held. To prevent short stints with new hires, spell out all of the duties—bad or good—required for your open positions.

3. Teach Managers People Management

Employees often cite their managers as the main reason they left or are planning to leave an organization. Spend adequate time training managers with direct reports proper ways to handle employee relations issues.

4. Communicate Openly

Information that is confidential or intended for a select group of people doesn’t have to be shared with the entire staff. However, frequently sharing information on company health, financials and major decisions with your workforce will keep them informed and engaged, which will help them remain loyal.

5. Promote Flexibility

Today’s employees view workplace flexibility as a necessary element in a total rewards package instead of as an added perk. If your employees can work from home a few days per week or start their days earlier or later depending on traffic, let them.  They will show you more respect if you trust them to get their work done.

6. Give Clear Expectations

Be specific when assigning your team members projects. Give them clear expectations the first time so you both are satisfied with the end product. Taking this step well lessen confusion, frustration and unsatisfactory results.

7. Help them Grow

Providing your staff members with different opportunities to increase their industry knowledge or to strengthen their technical and soft skills will show them that you are willing to invest in their future. Send them to training programs or promote them to different positions to help them grow.

8. Manage Poor Performers

Poor performers with bad attitudes are not good company for star employees to keep. Poor performers can drain energy, happiness and productivity from your top employees. Make sure you address issues caused by poor performers immediately to maintain a positive workplace for each of your employees.

9. Involve Senior Leadership

Company leaders are always busy, but they are never too busy to allot some time to their employees. Encourage your senior leaders to leave their offices and mingle with their workforce. Have them meet new hires and sit in on departmental meetings. Making them present in the office will eliminate an “us” versus “them” mentality that some staffers may have if they never see their senior leaders.

10. Show Them They’re  Valued

Employees who feel that their contributions matter to their organization are more likely to be productive and give their company a long-term commitment. Make your staff members feel appreciated by giving them constructive and positive feedback on their assignments and professional development. Often ask for their opinions on company decisions, and take time to get to know them personally.

For additional information or strategies to keep your top talent loyal to your organization, please call a member of CAI’s Advice and Counsel Team at 919-878-9222 or 336-668-7746.

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4 Leadership Concepts to Bring Your Company Success

Thursday, February 23rd, 2012

Bruce Clarke, CAI’s CEO, writes a bimonthly newsletter that features advice for a variety of topics affecting high-level executives in the workplace.  In his latest Executive Scan, Bruce discusses leadership styles. He doesn’t believe there is one leadership style that all executives should assume because workplace conditions change and leadership styles should be adapted to an organization’s current needs.

Most business leaders can’t envision, develop and achieve a successful business initiative without help from their team. Because of this reason, Bruce asks employers to not view leadership as their personal style, but as the ability to get the most out of themselves and their workforce. Below are four leadership qualities that will guide you to success:

Big Picture

Strong leaders do not act in their own self interest. They understand that an organization is comprised of many individuals who also want to see their organization succeed. Effective leaders base major decisions on what’s best for the entire company, not what’s best for themselves and their reputation.

Clarity

Great leaders are excellent communicators. The first time they assign a project, they communicate their expectations clearly so all team members are satisfied with the end result. Additionally, strong leaders value transparency and keep their staff updated on important company news and decisions regularly.

Debate

Successful business leaders are not afraid to be challenged. When employees feel that a company process is ineffective or that they can provide a better solution to a problem, effective leaders want them to speak up.  These leaders understand that disagreement can sometimes spark innovation.

Recognition

One of the best qualities of good leaders is their desire to give credit when it’s due.  Praising employees for the hard work they contribute is an action that strong leaders execute frequently. They also know each of their staff members’ names and learn the characteristics that make each employee unique.

Employees who have effective leadership feel valued at their organization, which keeps their levels of engagement and productivity up. Include the concepts above into in your approach to leadership to create a more productive and enjoyable workplace.

For more information and practical strategies on leadership, please call a CAI Account Manager at 919-878-9222 or 336-668-7746, and ask about CAI’s multi-series leadership training program, The Management Advantage.

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Office Romance: Protect Your Company and Employees with a Strong Policy

Thursday, February 16th, 2012

With Valentine’s Day taking place earlier this week, reviewing your company’s policy on office relationships is a good idea. People spend the majority of their week working, so a workplace relationship is not an unusual phenomenon. CareerBuilder’s recent survey on love in the workplace indicates that 38 percent of employees have dated a coworker.

Realizing the potential dangers of an office relationship, such as abuse of power, favoritism and low morale, is imperative for employers that want to protect their organization and people. Banning relationships all together is not advised by many labor and employment lawyers and HR professionals.

Attorney Mark Kluger of Mandelbaum Salsburg  told Bloomberg Business Week that creating a policy that prohibits workplace romance is problematic for two reasons:

“…it sends a negative message to employees about your company’s willingness to impose itself into their personal lives. The other thing is that you don’t want to create a Romeo and Juliet situation. If there’s a policy against workplace romances, people will feel they must lie and sneak around, and that’s the last thing you want.”

Instead of forbidding workplace relationships, draft a strong policy that specifies your organization’s expectations for coworkers who date. Below are a few topics that should be addressed in your policy:

Secure the Work Environment:

Explicitly state that your company has no tolerance for and prohibits favoritism and abuse of any kind. Include information on your sexual harassment policy as well. These two details will help maintain a positive workplace environment for all employees.

Outline Consequences:

Make it clear that you take this issue seriously. Inform your workers of the consequences they’ll face if they decide to act against the established policy. Taking this step will make people less likely to break the rules. It will also show your employees that you respect their right to be safe and will punish those who don’t.

Make the Complaint Process Easy:

As an employer, you have a responsibility to your workforce to investigate each claim that implies an employee acted against policy. Develop a complaint procedure that encourages staff members to speak up if they feel like a coworker has violated their rights. Whether the claim is accurate, taking the time to investigate any suspicious activity will be advantageous if a lawsuit occurs. 

Set Ground Rules:

You can’t dictate what your employees can and can’t do outside of work, but you can make your expectations for the workplace extremely clear. You can prohibit public displays of affection, lovers’ quarrels, or anything else that can potentially make other staff members uncomfortable or distracted during workplace hours. Employees involved in a workplace relationship owe you and their coworkers professionalism while they are at work.

Your tailored policy can help you avoid a potential lawsuit if an office relationship turns for the worse, so review your policy annually to make sure it continues to fit the needs of your organization. Additionally, make sure all employees receive the policy and understand the points that are addressed.

For more information on handling office relationships or creating a workplace policy, please contact a member of CAI’s Advice and Counsel Team at 919-878-9222 or 336-668-7746.

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Learn HR Strategies to Retain Top Talent and Increase Business Success

Thursday, February 9th, 2012

Recent research indicates that more than 70 percent of American workers are disengaged with their employers. Predictions for 2012 employee trends show signs that employees will no longer tolerate being overworked and underappreciated. Top talent will seek opportunities that match their career goals and work-life balance needs. If your organization is not taking the correct steps to engage your workforce, you may see an exodus of your high-performing employees in the next year.

Ensuring that you understand and utilize employee engagement methods will help prevent your most productive workers from leaving your company. Creating a positive workplace culture is instrumental in attracting and retaining sought-after talent. A positive company culture will also help you stay strong and maintain success in situations that are tough on businesses, such as a recession.

You should make decisions on culture with a purpose and an end in mind according to Bruce Clarke, CAI’s President and CEO. The way you plan and execute your strategy for a new or improved company culture should depend on your employees, company mission statement and values, business goals and employer brand aspirations. Copying tactics used by great companies like Southwest Airlines or Zappos.com may be advantageous, but finding ways to engage your unique workforce is a more useful approach for resolving specific issues at your organization.

Jeff Tobe, an engagement strategist and a keynote speaker for the 2012 HR Management Conference, says that an engaged employee affects business results more positively than a disengaged one. Employees value their time outside of work, so organizations that acknowledge and respect this fact will be more successful in attracting and retaining top talent.

Winning cultures create environments where employees want to go to work instead of have to go to work according to business expert and a 2012 HR Management Keynote speaker, Jack Daly. He says that four factors are mandatory to ensure a positive workplace atmosphere, and they are recognition systems, communication systems, personal and professional development systems, and empowerment processes.

CAI’s 2012 HR Management Conference will provide attendees with more information and strategies for retaining high-performing workers, as well as increasing your company’s bottom line. Join more than 300 HR professionals and company leaders at the 2012 conference scheduled for February 21 and February 22 at the McKimmon Center in Raleigh.  You can register today here: www.capital.org/hrconf. Check out the HR Management Conference website for a full agenda with speaker information and presentation topics.

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